Property managers may struggle to decide whether to keep a building open if its sprinkler system or fire alarm is damaged. When in doubt, standards in the National Fire Protection Association (NFPA) 101 Life Safety Code and the International Fire Code (IFC) should be adhered to. Whether it’s an office building, a school, or a retail store, property managers and building owners should stay updated on the latest regulations and take practical steps.
Impairment vs. Deficiency vs. Noncritical Deficiency
The NFPA 25 framework outlines a few definitions you should be aware of regarding your sprinkler system or fire alarm issues:
- Impairment: An impairment is when all or part of a fire alarm or sprinkler system is no longer working. It is also known as an outage. For these circumstances, you may need a fire watch.
- Deficiency: A deficiency does not mean a sprinkler or fire alarm system is out of service. However, it does compromise the system’s reliability.
- Noncritical deficiency: Although not as severe as an impairment or deficiency, noncritical deficiencies are minor issues that do not affect how a system works. However, they still do not comply with NFPA 25 requirements.
Verifying the type of issue you are experiencing is essential to introducing the best recovery plan.
When Do Systems Need to Be Fixed?
Under NFPA 25 regulations, property managers must arrange a fix for sprinkler systems within 10 hours of a 24-hour time frame. If sprinkler issues require additional time during this period, you must take a few specific actions. Here are the crucial actions to complete and help your business stay open:
- Notify the Authority Having Jurisdiction (AHJ), such as your local fire department and building authority.
- Ensure a compliant fire watch is in place until the sprinkler repair is complete.
- Connect a sprinkler riser to a water tank to provide a temporary supply.
- For issues that require more recovery time, evacuate the affected part of the building until repairs are complete.
- Take extra precautions to limit risks. For example, remove combustibles and stop hot work operations, including using open flames for welding or torching.
A fire watch or evacuation should take place if a fire alarm or detection system is out of service for more than four hours in a 24-hour time frame.
How to Conduct a Compliant Fire Watch
Fire watch is needed after the time limit to repair a sprinkler, alarm, or detection system has expired. Fire watch guards perform key activities to ensure your building or property is safe and that sprinkler, alarm, and detection systems are fully operational. They are also required to identify potential fire safety hazards. Here is a breakdown of what a fire watch includes:
- Conduct regular inspections of your building and report fire safety issues.
- Notify the occupants and appropriate emergency services immediately of a fire.
- Ensure key safety measures, including fire extinguishers, are in place.
- Routinely monitor the affected areas where a sprinkler, detection or fire alarm was impaired.
Even if internal staff members, such as a facilities or security manager, have undergone proper fire watch training, they cannot simply be reassigned to fire watch duty. To stay code-compliant, dedicated fire watch personnel must be assigned to the task. For peace of mind, consider choosing experienced fire watch guards who deliver reliable and compliant services.
Keeping Documentation for AHJ and Insurance Claims
Accurate records during an impaired system incident are essential for maintaining risk management and compliance. Below is a list of critical details to keep track of during a system impairment:
Details of Impairment
Ensure you detail the affected systems, when the impairment started and which areas of the building are affected. These details are essential for insurance claims and AHJ compliance.
Impairment Coordinator Details
The Impairment Coordinator is the person overseeing the system impairment. Include the individual’s contact information to allow the insurance company or AHJ to reach out with questions.
Record All Communications
Whenever you communicate with the AHJ or emergency services, note the interaction, including whether it was via email or phone, the communication times, and the names involved.
Fire Watch Activities
Record the dates, times and names of individuals conducting fire watch inspections. Logging fire watch activities allows your insurer and AHJ to access any temporary measures of regular monitoring.
Provisional Actions
Create a detailed log listing the temporary actions you have taken, such as limiting hot work and discarding combustible materials like wood or paper. Recording these details shows safety is still maintained despite system impairment.
Fixed System Updates
Detail any inspections or certificates that state that the systems are back in working order. A record of this indicates that compliance was met for an insurance claim.
Top Tips on Maintaining Sprinkler and Fire Alarm Systems
Learning how to maintain your fire alarm and sprinkler systems will help you determine the best course of action in case emergencies occur. Under the Occupational Safety and Health Administration (OSHA) guidelines, the NFPA 25 and NFPA 72 Fire Alarm and Signalling Code, here are some top tips for a compliant future:
- Clear dust and dirt: Maintain sprinkler and fire alarm systems according to manufacturer instructions. For example, humidity, dust and dirt can build up in the electrical components of a system. Be sure to check and clean the system regularly for full operational use.
- Sprinkler inspection: If you have the correct training, which is acceptable to the AHJ, you can inspect the system control valves and make sure they are open. A facilities maintenance worker can also check water storage tanks and pressure gauges.
- Detect faults: Check for no faults at least once a week with fire alarm control panels. Inspections will identify potential issues, such as degradation, battery problems, and damaged wiring.
- Create a checklist: To ensure you examine every aspect of a fire alarm or sprinkler system, create a checklist and tick off each component as you go. A checklist will help you stay compliant.
- Replace batteries: For detection systems like smoke alarms without a 10-year battery life, you must change the batteries annually. A chirping sound indicates that you should change the battery immediately.
How National Firewatch Deploys Quickly to Keep You Compliant
Our highly-skilled fire watch guards are a valuable resource for your property or business. From emergency response services to construction site and residential property monitoring, we quickly deploy guards to your site and offer 24/7 support from our California HQ.
Over 4,000 companies rely on us to deliver professional fire safety and compliance services across the U.S. Do you need help keeping your operations up to code, or are you interested in becoming a fire watch guard? Reach out to National Firewatch today.
